Orders
Raise orders from accepted quotes, confirm them, mark them fulfilled, or cancel them.
An order is the commitment that follows an accepted quote: the customer has said yes, and now the work has to be delivered. You raise the order from the quote, confirm it, and mark it fulfilled once it has been delivered.
Key concepts#
- Order number: each order gets the next number in your organization’s sequence, such as
ORD-1012. - Copied from the quote: the customer, linked deal, currency, every line item and the totals are copied onto the order when it is created. The order doesn’t change if anything happens to the quote later.
Who can use it#
Permissions
finance.readfinance.createfinance.read lets you see orders. finance.create lets you create them and use Confirm, Mark fulfilled and Cancel.Create an order from a quote#
Make sure the quote is accepted
Only accepted quotes can become orders. If the customer said yes, open the quote and select Mark accepted first. See Quotes.
Open the Orders tab
Go to CommerceOrders and select New order.
Pick the accepted quote
The New order from a quote dialog lists accepted quotes only, each as QUO-1024 · $4,650.00. If there are none, it says No accepted quotes yet — accept one first.
Select Create order
The order is created as a draft and its page opens.
One quote, one order
UnitX doesn’t stop you raising more than one order from the same accepted quote, and the dialog keeps listing it. Check the Orders tab before creating another, so an order isn’t delivered or invoiced twice.
Orders without a quote
The Commerce page only creates orders from accepted quotes. A standalone order, with its own customer and line items, can be created through the API. See API overview.
The order page#
Select an order on the Orders tab to open it. The list shows each order’s number, total, a status badge, and from a quote when it was raised from one. The page shows:
- The order number, a status badge, and the total. When the order came from a quote, the total is followed by raised from a quote.
- The buttons allowed for the current status.
- The line items, each with description, quantity × unit price and line total, followed by the order Total.
Progress an order#
Confirm
Select Confirm once the order is agreed and ready to go ahead. The status changes from draft to confirmed.
Deliver the work
Plan and track delivery wherever your team works, for example in a project.
Mark fulfilled
Select Mark fulfilled when everything has been delivered. The order is then final.
Invoice the customer
Orders don’t create invoices. Create one on the Invoices tab with the same lines. See Create an invoice.
Select Cancel on a draft or confirmed order if it won’t go ahead. A cancelled order is final.
Order statuses#
| Status | Meaning | Buttons on the order page |
|---|---|---|
| Draft | Created and waiting to be confirmed. | Confirm, Cancel |
| Confirmed | Agreed and being delivered. | Mark fulfilled, Cancel |
| Processing | In progress. You can’t set this status from the Commerce page. | Mark fulfilled, Cancel |
| Fulfilled | Delivered. | None, final |
| Cancelled | Won’t go ahead. | None, final |
On a final order the page shows a short note instead of buttons.
Limitations#
- The customer, line items and totals can’t be changed after an order is created. If the scope changes, cancel the order and raise a new quote.
- The order date can only be set through the API.
- Orders can’t be deleted. Cancel them instead.
My quote doesn’t appear in the New order dialog.
Only accepted quotes are listed. Open the quote and check its status. If it is sent or viewed, select Mark accepted first.
I accepted the wrong quote. Can I undo it?
No. Accepted is final. Don’t raise an order from it. Create a new quote with the right details instead.
Does confirming an order create a project?
Not on its own. Set up the delivery project yourself, or ask an admin whether your organization has an automation for it.
Related#
Still stuck? Search the docs with ⌘K, open Help inside UnitX, or contact support.